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Meeting & Events Coordinator

 Job Summary:
The Meeting & Events Coordinator will work with DMC EDA colleagues to organize the logistics on a variety of meetings, visits, and events, to accomplish the desired vision and goal. Annually, the organization hosts multiple meetings and events that are internal and external facing. These include but are not limited to board meetings, site visits, ground breakings, and trade shows. This position has been created to support the planning efforts and the execution around these meetings and events.
The Destination Medical Center Economic Development Agency (DMC EDA) assists the DMCC in planning and executing the DMC Development Plan (a 20-year business plan) and adopted strategies for economic development in Rochester, MN.  The DMC EDA consists of an experienced team of professionals who provide services and functions required to execute a comprehensive strategy to manage $585.0 million of public investment, and leverage that investment with the goal of attracting over $5.0 billion in private investment to the market.
Job Responsibilities:

  • Consults with DMC EDA colleagues to assess and understand their needs for the meeting or event; areas of execution include
    • reserve meeting rooms, convention halls, and lodging,
    • organize/hire catering services and musicians/entertainment,
    • order signage, programs, and displays,
    • reserve Audio/Visual equipment (and operate as needed),
    • hire security, and other specialized requirements.
  • Coordinates with colleagues to plan and develop meeting or event schedule, topics, and featured speakers. 
  • Coordinates transportation for DMC EDA colleagues, guests, attendees, speakers, or other parties.
  • Manages contacts and guest lists.
  • Coordinates registration process for event participants, including tickets and name badges.
  • Manages all administrative duties and details associated with the event including financial operations, contracts, invoice processing, distribution of promotional materials, and responding to inquiries.
  • Develops and maintains vendor relationships and current lists of available venues and services, and pricing options.
  • Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications. 
  • Conduct post-event evaluations to determine how future events could be improved.
  • Performs other related duties as assigned.
Minimum Qualifications:
  • 2 years of experience in meeting and event coordination.
  • Excellent organizational skills and meticulous attention to detail.
  • Confidence in verbal and written communication skills.
  • Reliable time management skills with a proven ability to meet deadlines.
  • Creative and effective problem-solving skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to respond to problems with a calm, courteous, and helpful manner, and attitude.
  • Proficient with Microsoft Office Suite.
Preferred Qualifications:
  • Associates or bachelor’s degree in Marketing, Communications, Hospitality and Event Planning, or related fields.
Job Requirements:
  • Must be able to lift 25 lbs.
  • This position will require room and event setup and takedown, and ability to run AV equipment.
  • Available for occasional travel.
  • As needed, the position will require extended hours outside of 8am-5pm.
  • Valid state driver’s license.

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